Executive Assistant to the CFAO, CAO, and COO – Minneapolis, MN (National)

Executive Assistant to the CFAO, CAO, and COO – Minneapolis, MN (National)

Job Summary

The Executive Assistant provides administrative support and daily organization to Jeremiah Program’s Chief Financial and Administrative Officer, Chief Advancement Officer, and Chief Operating Officer.

 

Primary Responsibilities:                                                                                                

 

Calendar/Scheduling/Meeting Management:

Maintain routine correspondence and manage calendars

Prepare materials for meetings (agenda, supporting documents, minutes et al.) and distribute promptly

Assist in gathering, editing, and organizing high-quality materials and presentations for meetings and upon request

Responsible for scheduling and notification of all assigned team and committee meetings, including quorum confirmation

Coordinate board committee and one-on-one donor meetings as needed, including scheduling, preparing materials, sending meeting reminders, catering, and tracking attendance

Record meeting discussions and provide minutes for executive-level meetings, and other meetings as requested (Finance Committee, Advancement Committee, Strategy and Impact Committee, Operations Team, etc.)

 

Travel and Finance:

Regularly make travel arrangements and coordinate all related off-site meeting logistics

Handle financial administrative tasks related to corporate card use and expenses, manage accurate processing of departmental invoices

 

Administrative Support:

Oversee special orders and recognition items for stakeholders

Manage timekeeping and payroll; review, approval

Manage reimbursement requests; review, approval

Accurately and confidentially maintain all files as they relate to the departments. Respond to requests for information

Draft responses, letters, emails, reports, etc.

Analyze incoming email, calls, requests and respond or distribute as appropriate

Edit and review documents

File and organize

Scanning, signing, etc. Documents and correspondence

Respond to requests for information

Handle routine tasks including copying, faxing, making signs, and filing. Track office and other team supplies

Serve, when delegated, as informational contact for donors and other external parties, including consultants

Track volunteer hours of interns and committee members participation

 

In support of the Chief Operating Officer:

Manage recognition routines for staff anniversaries, birthdays, etc.

Empowerment material management and distribution

Identify opportunities for efficiencies, propose process improvements

 

In support of Chief Financial and Administrative Officer:

Utilize historical information; provide retrieval of information

Edit and review key documents, agreements, external responses

 

In support of the Chief Advancement Officer:

Coordinate aspects of direct mail and donor campaigns, printing, and mailing of letters

Perform timely and accurate input and updates of donor visits, calls, information, proposals presented

Update the donor database, dashboards, and other development tracking tools

Prepare and distribute customized gift acknowledgment letters and donor touch points

Assist with the organization of fundraising and stewardship events

Qualifications

  • Five years minimum experience in the administrative field supporting multiple busy executive leaders
  • Bachelor’s Degree is desirable
  • Nonprofit experience and board experience are desirable
  • Results-oriented approach to work; can be trusted to complete work timely and with quality outputs
  • Proven experience as a well-organized self-starter, able to prioritize multiple needs and expectations successfully
  • Able to remain flexible and agile in a constantly changing environment
  • Acts with professionalism in all business interactions in a manner that reflects the core values of Jeremiah Program: Empower, Family Focused, Collaboration, Inclusion and Innovative
  • Able to work with a variety of personalities and styles; proven ability to work in a collaborative manner in a team environment; leads by example
  • Ability to quickly establish credibility and relationships with all key stakeholders
  • Flexible and dependable high integrity
  • Strong attention to detail, commitment to quality work
  • Advanced proficiency in technology skillset including knowledge of MS Office applications, SharePoint, and video conferencing
  • Excellent written and oral communication skills
  • Passion for the Jeremiah Program mission and values: Empower, Family Focused, Collaboration, Innovation and Inclusion

Jeremiah Program is committed to the recruitment, selection, development, and promotion of employees based on individual merit. Our policy is to provide equal employment opportunity to all people without regard to race, color, religion, sex, national origin, age, or disability. 

All Jeremiah Program employees are mandated reporters and are legally required to ensure a report is made when abuse is observed or suspected. 

Please complete the application process for the position on our Online Portal